Service Contract Administrator Entry Level
Job Location Type: In Person (Onsite)
Location: Concord, ON L4K 4V8, Canada
Job Type: 12-Month Contract
Shift Schedule: Monday Friday (flexibility required during month-end, quarter-end, and year-end closing periods)
About The Role
We are seeking a motivated and detail-oriented
Service Contract Administrator to join the Service Contract Administration team in Concord, Ontario. This is an excellent opportunity for an early-career professional who is organized, comfortable working with business systems, and interested in developing a career in contract administration, sales operations, and customer service support.
In this role, you will provide administrative and operational support to the North American Aftermarket Sales team by assisting with quotations, service contracts, purchase orders, renewals, warranty conversions, and order processing. You will work closely with internal departments, including Legal, Accounting, Environmental Health & Safety (EH&S), and Human Resources, to ensure contractual activities are processed accurately and within established timelines.
The ideal candidate is a quick learner with strong communication skills, proficiency in Microsoft Office, and the ability to manage multiple priorities while maintaining accuracy.
Key Responsibilities
- Provide day-to-day administrative support to the Service and Aftermarket Sales teams to help achieve sales targets and customer commitments.
- Prepare service quotations, process orders, and coordinate spare parts requests.
- Support contract administration activities, including service agreements, Requests for Proposals (RFPs), warranty conversions, contract renewals, and validations.
- Review purchase orders, scopes of work, payment schedules, and contractual documents to ensure accuracy and completeness.
- Process contractual documents according to established procedures, company policies, and service-level agreements.
- Assist with contract drafting, review, approval, and documentation workflows.
- Coordinate with internal stakeholders, including Legal, Accounting, EH&S, and Human Resources, to support contract-related activities.
- Maintain accurate customer information, contract records, system updates, and transaction documentation.
- Monitor pending quotations, orders, renewals, and approvals to ensure timely follow-ups and processing.
- Use business systems and Microsoft Office applications to manage information, track activities, and support reporting requirements.
- Assist with transaction closing activities during month-end, quarter-end, and year-end periods.
- Identify discrepancies, resolve routine administrative issues, and escalate complex contractual or operational concerns when necessary.
- Manage competing priorities while maintaining accuracy and meeting business deadlines.
Required Qualifications
- Bachelor s degree or equivalent combination of education and relevant experience.
- Strong organizational skills with excellent attention to detail.
- Good analytical and problem-solving abilities, with the ability to handle practical issues in situations with limited standardization.
- Strong written and verbal communication skills.
- Ability to manage multiple assignments, prioritize tasks, and meet deadlines.
- Learning agility and adaptability, with a willingness to learn new systems, processes, and business procedures.
- Basic technical proficiency and comfort working across multiple computer systems and applications.
- Ability to work independently while collaborating effectively with internal teams.
- Flexibility to support business demands during month-end, quarter-end, and year-end closing periods, with occasional holiday work as required.
Preferred Qualifications
- Familiarity with Salesforce.com, Oracle 12, and Microsoft Office applications.
- Proficiency in Microsoft Excel, Word, Outlook, and Teams.
- Previous experience in administrative support, sales operations, customer service, order processing, or contract administration.
- Ability to read and interpret contractual language, terms, and business documents.
- Familiarity with service contracts, quotations, purchase orders, scopes of work, and procedure manuals.
- Experience maintaining customer records, processing transactions, and updating information in CRM or ERP systems.
- Strong follow-up skills and the ability to coordinate activities across multiple departments.
